A shorter route to lengthier messages

Ernie MazzatentaSpeaking of Words

Published: Friday, March 22, 2013 at 4:30 a.m.

Last Modified: Thursday, March 21, 2013 at 12:44 p.m.

Whether you write lengthy business reports for a manager or news-filled letters to faraway friends, you probably have found that these pieces take a substantial amount of time. How can you shorten the time needed to get started and then proceed more efficiently? This column offers several ideas for saving time that also will lead to a stronger, more cohesive finished product.

Guideline No. 1: Before all else, realize that thinking — serious thinking — should precede writing reports or letters that extend beyond a paragraph or two. Adjust to that idea and implement it. Squelch the urge to begin writing immediately. Instead, pause for a few minutes (or for as long as it takes) to ponder the purpose of your message.

Boiled down to its essence, what is it that you are trying to do? When you are clear about the purpose, record it for immediate use and refer to it later, as needed. Consider this clarification process an investment that will save writing (and rewriting) time later.

Let’s look at a purpose statement for a business report: “This report will explain to members of plant management the five major steps in our new paint-spraying process.”

Notice that the above purpose statement identifies the intended recipients and tells precisely what will be explained.

Here is a two-sentence purpose statement that you might compose for a letter to a friend: “This letter will describe recent, noteworthy happenings (our wedding anniversary party?) and accomplishments (my second-place finish in the regional quilting contest?). It will minimize or skip details about my usual aches and pains and exclude entirely remarks about the weather — unless it is catastrophic.”

Notice that this statement includes not only what you intend to encompass but what you plan to avoid.

Guideline No. 2: Developing a rough outline — or, really, any sort of list — will help you to build upon your purpose statement. It doesn’t need to be a formal outline with a number and letters preceding each item. And it doesn’t even have to contain complex sentences. Just use short phrases and sentences that capture the idea.

Here is the beginning of such an outline for that paint-spraying report:

u List deficiencies in current process:

(a) Takes too much time.

(b) Doesn’t detect all imperfections.

(c) Lacks latest technology.

What you have, then, is a tool that points the way, one that suggests a particular order for main and minor thoughts. That is a time-saver because it’s far better to organize at this point than it is to try to organize and write at the same time later.

Recognize that these two guidelines can be applied in oral communication as well — in a proposal to City CounciI or in a valedictorian speech on graduation day. In addition, consider the following related suggestions:

u Like many writers — full or part time — you can more readily prepare your purpose statement and outline if you work in a quiet place. If you are at your desk, for example, close your office door. That simple action “tells” would-be visitors that you would prefer they drop by later. Alternatively, if your workplace has a library, a long vacant office or an available conference room, try one of those different settings.

If you are at home, don’t turn on the radio or TV. Resist the urge to make or answer phone calls; let your phone’s message receiver capture incoming calls. If your children represent distractions, tell them you need some quiet time to write and then swiftly repair to the basement or bedroom — anywhere in the house that separates you from them.

u Use your most convenient writing tool — that one with which you feel most comfortable and confident. As Dr. H.J. Tichy tells us in “Effective Writing,” “It is always easier for a writer if the physical method is congenial.” If you like to hand-write your letters to friends and family members, then use pen or pencil, especially if it is much easier for you than using a computer.

In most business settings, computers would be the more appropriate tool, and employees writing reports would almost certainly be familiar with them. But even in this business environment, one might feel inclined to prepare a purpose statement and outline with a pen or pencil.

u Employ “Props to Progress.” Some writers gain confidence to begin a purpose statement or outline by pursuing unorthodox means. They feel more “up to” the task if they wear a favorite sweater, dress or pair of shoes.

While this may seem borderline ridiculous to some readers, writing instructors have learned that it could help. Their students (of all ages) say that such props enable them to get under way with less stress. Perhaps having a cup of your favorite flavored coffee nearby will help put you in a positive frame of mind.

Look for a prop that might work for you — and give it a fair test.

I’ll close with an idea that I find a useful time-saver whether I am just getting started or well along with a letter or report. Some of my best thoughts for a piece of writing come to me not at the office but in bed. Haven’t you ever been awakened by a sudden, uninvited bright idea? When that happens, write it down immediately; otherwise it probably won’t come back to you as clearly hours later. (Of course, don’t try this if you happen to be taking a shower.)

In a future column, I will offer ideas and approaches for developing the rest of your message in an efficient and organized way.

<p>Whether you write lengthy business reports for a manager or news-filled letters to faraway friends, you probably have found that these pieces take a substantial amount of time. How can you shorten the time needed to get started and then proceed more efficiently? This column offers several ideas for saving time that also will lead to a stronger, more cohesive finished product.</p><p>Guideline No. 1: Before all else, realize that thinking — serious thinking — should precede writing reports or letters that extend beyond a paragraph or two. Adjust to that idea and implement it. Squelch the urge to begin writing immediately. Instead, pause for a few minutes (or for as long as it takes) to ponder the purpose of your message.</p><p>Boiled down to its essence, what is it that you are trying to do? When you are clear about the purpose, record it for immediate use and refer to it later, as needed. Consider this clarification process an investment that will save writing (and rewriting) time later.</p><p>Let's look at a purpose statement for a business report: “This report will explain to members of plant management the five major steps in our new paint-spraying process.”</p><p>Notice that the above purpose statement identifies the intended recipients and tells precisely what will be explained.</p><p>Here is a two-sentence purpose statement that you might compose for a letter to a friend: “This letter will describe recent, noteworthy happenings (our wedding anniversary party?) and accomplishments (my second-place finish in the regional quilting contest?). It will minimize or skip details about my usual aches and pains and exclude entirely remarks about the weather — unless it is catastrophic.”</p><p>Notice that this statement includes not only what you intend to encompass but what you plan to avoid.</p><p>Guideline No. 2: Developing a rough outline — or, really, any sort of list — will help you to build upon your purpose statement. It doesn't need to be a formal outline with a number and letters preceding each item. And it doesn't even have to contain complex sentences. Just use short phrases and sentences that capture the idea.</p><p>Here is the beginning of such an outline for that paint-spraying report:</p><p>u List deficiencies in current process:</p><p>(a) Takes too much time.</p><p>(b) Doesn't detect all imperfections.</p><p>(c) Lacks latest technology.</p><p>What you have, then, is a tool that points the way, one that suggests a particular order for main and minor thoughts. That is a time-saver because it's far better to organize at this point than it is to try to organize and write at the same time later.</p><p>Recognize that these two guidelines can be applied in oral communication as well — in a proposal to City CounciI or in a valedictorian speech on graduation day. In addition, consider the following related suggestions:</p><p>u Like many writers — full or part time — you can more readily prepare your purpose statement and outline if you work in a quiet place. If you are at your desk, for example, close your office door. That simple action “tells” would-be visitors that you would prefer they drop by later. Alternatively, if your workplace has a library, a long vacant office or an available conference room, try one of those different settings.</p><p>If you are at home, don't turn on the radio or TV. Resist the urge to make or answer phone calls; let your phone's message receiver capture incoming calls. If your children represent distractions, tell them you need some quiet time to write and then swiftly repair to the basement or bedroom — anywhere in the house that separates you from them.</p><p>u Use your most convenient writing tool — that one with which you feel most comfortable and confident. As Dr. H.J. Tichy tells us in “Effective Writing,” “It is always easier for a writer if the physical method is congenial.” If you like to hand-write your letters to friends and family members, then use pen or pencil, especially if it is much easier for you than using a computer.</p><p>In most business settings, computers would be the more appropriate tool, and employees writing reports would almost certainly be familiar with them. But even in this business environment, one might feel inclined to prepare a purpose statement and outline with a pen or pencil.</p><p>u Employ “Props to Progress.” Some writers gain confidence to begin a purpose statement or outline by pursuing unorthodox means. They feel more “up to” the task if they wear a favorite sweater, dress or pair of shoes.</p><p>While this may seem borderline ridiculous to some readers, writing instructors have learned that it could help. Their students (of all ages) say that such props enable them to get under way with less stress. Perhaps having a cup of your favorite flavored coffee nearby will help put you in a positive frame of mind.</p><p>Look for a prop that might work for you — and give it a fair test.</p><p>I'll close with an idea that I find a useful time-saver whether I am just getting started or well along with a letter or report. Some of my best thoughts for a piece of writing come to me not at the office but in bed. Haven't you ever been awakened by a sudden, uninvited bright idea? When that happens, write it down immediately; otherwise it probably won't come back to you as clearly hours later. (Of course, don't try this if you happen to be taking a shower.)</p><p>In a future column, I will offer ideas and approaches for developing the rest of your message in an efficient and organized way.</p>